November 4, 2021 at 7:00 PM - Regular Meeting

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: The District employs full-time professional employees in positions requiring a certificate from the State Board of Educator Certification (SBEC), nurses under a probationary or term contract and other designated employees. The purpose of this agenda item is to facilitate Board approval of these contracts.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the employment of these individuals as indicated on the list provided.

Description:  Priority #5: Optimize All Available Resources
Background: This report includes the following items:

1.    Budget Amendments Year-to-Date as of November 4, 2021
    a.  Proposed Budget Amendments for Official Budgets-None 

2.  Budget Summary Year-to-Date-as of September 30, 2021
        a.  Unaudited Revenue Summary including:
        i.    Adopted Budget
        ii.    Current Amended Budget
        iii.    Realized to-date Revenue
        iv.    Unrealized Revenue
        v.    Percentage Revenue Realized
        b.  Unaudited Expenditure Summary including:
        i.    Adopted Budget
        ii.    Current Amended Budget
        iii.    Cumulative to-date Expenditures
        iv.    Unencumbered Balance
        v.    Percentage of Budget Expended for the following funds:
                1.  General Funds
                2.  Special Revenue Funds
                3.  Debt Service Funds
                4.  Capital Projects Funds
        c.  Construction Summary including:
        i.    Total Project Plan
        ii.    2020-21 Project Plan
        iii.    2020-21 Expenditures
        iv.    Balance
        v.    Percentage of Budget Expended

3.  Outstanding Investments as of September 30, 2021

4.    Tax Office Reports for the month of September 2021
        a.  Year-to-Date Collection 2020-21 Report for September
        b.  Refunds of over $500.00 for Board Approval for August-None

5.  Federal Grant Applications as of October 31, 2021 - None

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the financial reports for September 2021.

Description:  Priority #5: Optimize All Available Resources
Background: The attached report is a summary of the purchases valued over $25,000 but not exceeding $100,000 that were made from September 1, 2021 through September 30, 2021.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the Purchasing Report as submitted.

Description:  Priority #5: Optimize All Available Resources
Background: The Public Funds Investment Act ("PFIA") under Government Code, Chapter 2256: Public Funds Investment requires that each district, not less than quarterly, prepare and submit to the Board of Trustees a report of investment transactions for all funds.  In addition to the quarterly report required by law and signed by the district’s investment officers, a comprehensive report on the investment program and activity shall be presented annually to the Board, per Board Policy CDA (LOCAL). The annual investment report includes the District’s investment transactions required by the PFIA for the year ended August 31, 2021.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the Annual Investment Report for the year ended August 31, 2021 as presented.

Description:  Priority #5: Optimize All Available Resources
Background: The Public Funds Investment Act ("PFIA") under Government Code, Chapter 2256: Public Funds Investment requires that each district, not less than quarterly, prepare and submit to the Board of Trustees a report of investment transactions for all funds. The quarterly investment report includes the District’s investment transactions required by the PFIA for the quarter ended August 31, 2021. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the Quarterly Investment Report for the quarter ended August 31, 2021 as presented.

Description:  Priority #5: Optimize All Available Resources
Background: This Purchasing Report of blanket/project purchase orders is a summary of major budgeted items approved during the budget process for the 2021-2022 fiscal year for which scheduled purchases will be made against invoices based on usage throughout 2021-2022.  

Examples of these types of major budgeted items are: utilities, such as gas and water from each municipality in which CFBISD facilities are located, electricity, and solid waste and recycling services.  With the dissolution of Dallas County Schools, items that appeared in previous reports involving transportation services will no longer appear in this annual report since these purchases will be made utilizing board-awarded contracts.  

This is a one-time annual report of these scheduled purchases for the Board’s awareness. These are all the items from Purchasing for the November 4th agenda other than the standard Purchasing Report.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the Purchasing Report for Major Budgeted Items as presented.

Description:  Priority #5: Optimize All Available Resources
Background: To achieve the District’s goal of investment diversification, Carrollton-Farmers Branch ISD will approve the following investment brokers/dealers as authorized investment brokers/dealers for District funds:
1.    Bank of America Securities
2.    BOK Financial
3.    Cantor Fitzgerald & Co
4.    Citigroup Global Markets
5.    Daiwa Capital Markets
6.    Dallas Capital Bank, N.A.
7.    FHN Financial
8.    First Financial Equity Corporation
9.    FTN Financial
10.    Goldman, Sachs & Co
11.    INTL FCStone
12.    JP Morgan Securities
13.    KeyBanc Capital Markets
14.    Loop Capital Markets
15.    Mesirow Financial
16.    Mizuho Securities
17.    Morgan Stanley & Co
18.    Multi-Bank Securities
19.    Piper Sandler & Co.
20.    Raymond James
21.    RBC Capital Markets
22.    Rice Financial
23.    Siebert Williams Shank
24.    SunTrust Robinson Humphrey
25.    Stifel, Nicolaus & Co.
26.    TD Securities
27.    UBS Securities
28.    Vining Sparks FTN Financial
29.    Wells Fargo Securities, LLC

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the resolution to approve certain investment brokers/dealers.

Description:  Priority #5: Optimize All Available Resources
Background: The Public Funds Investment Act (PFIA) requires the District to review its investment policy at least annually.  The District’s investment policy is defined in Board Policy CDA (LEGAL) "Other Revenue: Investments" and the District’s investment strategies are defined in Board Policy CDA (LOCAL) "Other Revenue: Investments."  Last year, the following changes were recommended and approved:  
•    Add obligations of municipalities to the list of approved investments
•    Change the maximum dollar weighted maturity from 180 days to 365 days
•    Change the maximum allowable stated maturity of any other individual investment owned by the District from 2 years to 5 years
•    Delete the following restriction on investments for Debt Service Funds and Capital Project Funds "Maturities up to two years are authorized provided legal limits are not exceeded."

These changes made a big impact on the District’s ability to increase investment revenue.  This year we do not have any proposed changes.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the resolution adopting and reviewing the investment policy of the Carrollton-Farmers Branch Independent School District.

Description:  Priority #5: Optimize All Available Resources
Background: In accordance with Board Policy CDA (LEGAL) Other Revenue: Investments, all District investment officers must complete initial and on-going investment training requirements from Board approved investment training providers. 

The independent sources of instruction relating to investment responsibilities were reviewed by the Audit Committee and are being recommended for approval as presented in the attached resolution.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the resolution approving the independent sources of training relating to investment responsibilities.
 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: The agreement between Dallas College and Carrollton-Farmers Branch ISD will allow for continued operation of Early College High School (ECHS) at Brookhaven College.  The agreement is being considered separately from the comprehensive agreement because it was not received from Dallas College legal review until October 1.  

Specific to the interlocal agreement between CFBISD and Dallas College, neither Party may incur any debt, obligation expense, or liability of any kind against the other without the other’s expressed written approval.  

Dallas College is exercising the option to renew as presented as a first amendment to the prior agreement that was effective as of August 17, 2020.  Agreements are renewed annually, and this ECHS renewal amendment is valid for the 2021-2022 school year only.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the presented Dual Credit Renewal Amendment with Dallas College for ECHS.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: The TEA Instructional Materials adoption cycle for fall, 2021 is for new Health and PE materials. Health has new TEKS and requirements starting next year. Therefore, a need exists to adopt new health materials for the upcoming year.
In order to adopt the new health materials for the upcoming year, the timeline below will be followed:

Meeting Date	Event
November 4, 2021	Textbook Committee Appointed by the Board of Trustees
November 18, 2021	Textbook Adoption Introductory Meeting
January 17-21, 2022	Public Viewing of Textbook Materials & vendor presentations
February 10, 2022	Committee Meeting to Make Official Recommendations
March 3, 2022	Public Hearing & Vote by the Board of Trustees

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the Textbook Adoption Committee and Timeline as presented.

Description:  Priority #5: Optimize All Available Resources
Background: In conjunction with exposure to legal issues in the course of business, the need for additional legal services has been identified.  This agreement would add another resource to the District’s legal options for General Counsel services.  

CFBISD has contracted with the law firm of Thompson & Horton, LLP in the past and wishes to utilize their legal services for general counsel and other legal advice, as needed.  Legal services are selected under the Professional Services Act, as outlined in Texas Government Code §2254.004, which are based on qualifications and demonstrated competence.  The law firm of Thompson & Horton, LLP provides legal services to many school districts in the state of Texas and has demonstrated both the competence and qualifications to provide the same support to CFBISD.

The rates proposed in the letter of engagement are acceptable and fall within the fair and reasonable fee definition for legal services.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the agreement with Thompson & Horton, LLP for additional legal services as presented.
 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background:  The Board approved the use of the Texas Teacher Evaluation and Support System (T-TESS) for teacher appraisals on March 5, 2020.  It is a requirement that the Board approve a list of certified appraisers who can appraise teachers. The attached document lists additional  appraisers who have been certified since the  August 5, 2021 Board  of Trustees meeting when the original list was presented for approval.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the list of certified appraisers as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: Due to malware, and other malicious cyber-attacks, it is necessary for the District to become more proactive in detecting actual and potential threats to protect its network from attacks that can do damage to its systems, and provide protection against compromise to information accessible through its network.  This purchase will provide 12,000 licenses to protect the District’s desktop units connected to the network.

Conventional software that protects against known threats is not sufficient as malware is constantly evolving due to the use of robotic attacking mechanisms, also known as "bots," that use artificial intelligence to conduct constant attacks.  Technology conducted a search for a product or system that would provide a more assertive method for protection against these threats.  

Cylance is a company that develops antivirus programs and other kinds of computer software with artificial intelligence (AI) based solutions that predict and prevent execution of advanced threats and malware. Cylance Protect is an AI driven threat protection program. It works at the endpoint where most attacks occur for better efficacy, faster resolution and less disruption.  This solution was used for the 2018-2019, 2019-2020 and 2020-2021 school years.  Technology recommends the continuation of this solution for 2021-2022.

Pricing was solicited from a nationwide pool of vendors for this purchase.  After evaluating multiple quotes from a number of vendors, Cylance Protect will be purchased from SHI-Government Solutions, in the amount of $142,780, under the provisions of The TIPS USA Purchasing Cooperative contract number 200105 for Technology Solutions, Products and Services.

This is an annual purchase and will be funded using the 2021-2022 General Operating budget.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of Cylance Protection from SHI-Government Solutions, in the amount of $142,780, under the provisions of The TIPS USA Purchasing Cooperative contract number 200105 for Technology Solutions, Products and Services.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This is a non-exclusive contract which provides for as-needed purchases of English as a Second Language (ESL) and Bilingual Educational Supplies, Materials, and Services to be utilized throughout the Carrollton-Farmers Branch Independent School District.

CFBISD staff determines which vendor to use from the awarded vendors under this contract based on the campus or departmental needs and District standards.  Staff will continue to work closely with the Purchasing Department by obtaining competitive quotes from vendors awarded under this agreement, where practical, to ensure the District receives the best value for each purchase.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report. Individual purchases of $100,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.
 
Purchases made under this contract utilizing federal funds adhere to all requirements for expenditures under federal Education Department General Administrative Regulations (EDGAR) and will be made under any available 2021-2022 budget approved by the Board of Trustees. 

This is the first of four (4) one (1) - year extension options as specified in the RFP.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the extension of RFP 2020-08-022 for ESL/Bilingual Educational Supplies, Materials and Services for the first one (1) year extension term with the recommended vendors and to authorize the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the District through the term of this contract.

Description:  Priority #5: Optimize All Available Resources
Background: Journey House Travel Services provides hotel, air and car reservations for approved district travel.  After travel is approved, district employees contact Journey House for hotel, air and car reservations.  A purchase order is entered once the travel reservations are confirmed.  There is a transaction fee associated with using these services.

The Administration recommends establishing the legal authorization for the purchase of travel services from Journey House Travel Services through the Educational Purchasing Cooperative of North Texas (EPCNT) Interlocal agreement contract with Frisco ISD contract number RFP-668-2019-11-23. This is the second extension (beginning November 12, 2021) of three (3) one (1) year extension options as specified in the RFP 668-2019-11-23.

Purchases made under this contract utilizing federal funds adhere to all requirements for expenditures under federal Education Department General Administrative Regulations (EDGAR).  Funds used for these services include the general fund, federal funds and activity funds.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the extension of Journey House Travel Services as described above.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: Provide Resolution and Regulation for alternative methods for earning credit through EHDB Credit by Examination with prior instruction and EHDC Credit by Examination without prior instruction. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the use of the Avant STAMP (Standards-based Language Proficiency) Assessments to Award Credit by Examination for Languages Other Than English.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This is a non-exclusive contract which provides for as-needed purchases of district-wide Professional Development and Training Services to be utilized throughout the Carrollton-Farmers Branch Independent School District. 

The original contract was approved not to exceed $600,000.  Spending in the last 12 months was $596,101.  The requested authorization is for $750,000, but only within current approved budgets, including federal funds.

CFBISD staff determines which vendor to use from the awarded vendors under this contract based on the campus or departmental needs and district standards.  Staff will continue to work closely with the Purchasing Department by obtaining competitive quotes from vendors awarded under this agreement, where practical, to ensure the District receives the best value for each purchase.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report. Individual purchases of $100,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.
 
Purchases made under this contract utilizing federal funds adhere to all requirements for expenditures under federal Education Department General Administrative Regulations (EDGAR).

This is the first one (1) -year extension of four (4) one (1) - year extension options as specified in the RFP.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the Extension of RFP 2020-10-024 for District- Wide Professional Development and Training Services for the first of four (4) extensions with recommended vendors and authorizes the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the District throughout the term of this contract.
 

Description:  Priority #2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: Included in the Security Assessment conducted in the fall of 2019 was an outline of improvements to the Service Center.  Areas of improvement include new multi-sensor cameras (with accompanying licenses, cables, and infrastructure), new intercoms, retrofitting building access control and instruction systems, new fisheye cameras (with accompanying licenses, cables, and infrastructure), and new single mode fiber optic cabling. 

Specifications and plans were prepared jointly by the CFBISD Purchasing Department and the project designer, True North Consultant Group.  A solicitation was issued on September 27, 2021 and four (4) responses were received by the closing date, October 13, 2021.  An internal evaluation of the submissions received were conducted over a weeklong period, during which it was determined that Facility Solutions Group (FSG) would bring the best value to the District.

The original evaluation, completed in the fall of 2019, anticipated a project budget amount of $111,500.  Since then, cost escalation for technology and related materials have substantially increased, as evident in the proposed amounts received from all four respondents.

This project will require a spending of $177,000 (which includes the base bid amount of $161,467 plus a 10% contingency) and will be funded utilizing the 2021-2022 General Operating Fund.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve RFP 2021-09-041 for Security Upgrades to the CFBISD Service Center as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: With the state pushing back its adoption of Science Materials for 2 years, there is a need to continue with the following adoptions:

Company	Grade/Course	Cost	# years	Purchasing Authority
Houghton-Mifflin Harcourt	6-8	$38,217	2	CFBISD Bid No. 16-33
Houghton-Mifflin Harcourt	Environmental Science	$7,690	2	CFBISD Bid No. 16-33
McGraw Hill	High School	$90,168	2	CFBISD Bid No. 16-33
Accelerate Learning (STEMscopes)	5th grade	$8,688	1	CFBISD Bid No. 16-33
Total		$144,763

These purchases will be made utilizing TIMA funds.  
If applicable, purchases made under this agreement utilizing federal funds adhere to all requirements for expenditures under federal Education Department General Administrative Regulations (EDGAR) and the Code of Federal Regulations (CFR) sections 200.326 for participants in the National School Lunch Program.
The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of the Science Instructional Materials, as stated, at the cost  of $144,763.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This will provide for the purchase and installation of wireless equipment to be installed on all District buses. This will allow students to access learning resources while riding to and from school.  Wireless access on buses provides the same secure access environment as in the classrooms.

Solicitations were sent to qualified technology vendors under the Emergency Connectivity Fund (ECF) filing window based on specifications developed by the Technology Department.  Responses were received and evaluated by a committee of technology employees.  The solution provided by PIVOT Technologies, Inc. represents the best solution for this project.  This purchase is comprised of two parts: Part One (1) is for needed equipment to be installed on each bus; Part Two (2) is for wireless access services, which is provided on a monthly basis. The table below shows the pricing breakdown for these two purchases:

Vendor	Service Type	Frequency	Amount	Contract No.
T-Mobile USA, Inc.	Services	Monthly	$404,250
PIVOT Technologies, LLC	Equipment	One-time purchase	$176,187	DIR-CPO-4458
PIVOT Technologies, LLC	Services (Labor)	One-time purchase	$ 95,570	Region 19 #16-7210
Total			$676,007

The District applied for E-Rate funding under the ECF program and received a funding commitment letter from the Universal Services Administrative Company (USAC) on September 24, 2021 to fund this project in its entirety.

This purchase will be made as a cooperative purchase as follows:  
•  The equipment portion of this purchase will be made under the Texas State Department of Information Resources (DIR) Contract No. DIR-CPO-4458 from PIVOT Technology Services Corporation;
•  The labor portion for the installation of this equipment will be made under Region 19 Contract #16-7210 from PIVOT Technology Services Corporation;
•    The monthly wireless access costs will be made under General Services Administration (GSA) Contract No. GS-35F-0503M.

The fund source of this purchase will be General Funds with reimbursement of 100% of the cost through the federal E-Rate program.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of the bus Wi-Fi project from the vendors indicated above and authorize the Superintendent or his designee to negotiate and execute contracts for such purchases in the best interest of the District.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the minutes of the Board of Trustees Pre-Meeting Briefing Held October 7, 2021.

Description:  Priority #5: Optimize All Available Resources
Background: CFBISD does not currently have a CW (Local) Naming Facilities policy.  The Board selected a subcommittee to draft the policy to delineate a process for naming facilities.  The Board Policy Subcommittee consisted of Ms. Tara Hrbacek, Mr. Guillermo Ramos, and Mr. Randy Schackmann.  They collaborated and developed Policy CW (LOCAL) Naming Facilities.  The draft policy was placed on the CFBISD website for review by the CFBISD community, and the policy was discussed during the October 7, 2021 Board meeting.  The policy is being presented for consideration/approval.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve Policy CW (LOCAL) Naming Facilities as presented.